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CONDITIONS AND UNDERTAKINGS BY BIDDER IN RESPECT OF THIS BID
1. Proprietary Information
Road Traffic Management Corporation (RTMC) considers this bid and all related
information, either written or verbal which is provided to the bidder to be proprietary to
RTMC. It shall be kept confidential by the bidder and its officers, employees, agents and
representatives. The bidder shall not disclose, publish or advertise this specification or
related information to any third party without the prior written consent of RTMC.
2. Enquiries
2.1 All communication and attempts to solicit information of any kind relative to this bid should
be channeled to the email below, however such enquiries will be entertained until last ten
days of publication on tender bulletin and National Treasury tender portal
Name RTMC
Email Address [email protected]
2.2 All the documentation submitted in response to this bid must be in English.
2.3 The RTMC may respond to any enquiry in its sole discretion and the bidder acknowledges
that it will have no claim against the RTMC on the basis that its bid was disadvantaged by
lack of information, or inability to resolve ambiguities.
3. Validity Period
Responses to this bid received from bidders will be valid for a period of 120 days counted
from the closing date of the bid.
4. Supplier Performance Management
4.1 Supplier Performance Management is viewed by the RTMC as critical component in
ensuring value for money acquisition and good supplier relations between the RTMC and all
its suppliers.
4.2 The successful bidder shall upon receipt of written notification of an award, be required to
conclude a Service Level Agreement (SLA) with the RTMC, which will form an integral part
of the agreement. The SLA will serve as a tool to measure, monitor and assess the
supplier‘s performance level and ensure effective delivery of service, quality and value-add
to RTMC business.
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5. Instructions on submission of Bids
5.1 Bids should be submitted in Five (5) copies and one all bound in a sealed envelope
endorsed, RTMC BID 24/2018/19: Provision of catering services to RTMC Training
College.
5.2 Closing Date
Bid documents in sealed envelopes must be placed in the bid box at the Main Reception
area of the RTMC Building, Eco-Origin Office Park, Block F, 349 Witch-Hazel Street,
Highveld Ext 79, Centurion by no later than 11:00 AM on 09 April 2019.
5.3 Compulsory briefing session
Compulsory briefing session will be held on the 25 March 2019 at 10h00,
Boekenhoutkloof Traffic College, Cnr Sandui and Kenneth Road, Rietfontein, Pretoria
West Mahem. GPS Coordinates: 25* 42’ 45.4” South,
28*04’35.0” East
5.3.1 Contact person for directions to the venue: 012 372 8053 Switchboard 012 372 8000
5.4 The bidder’s company name, closing date and the return address must also be endorsed on
the envelope.
5.5 All bids submitted must be signed by a person or persons duly authorised thereto.
5.6 If a courier service company is being used for delivery of the bid document, the bid
description must be endorsed on the delivery note/courier packaging to ensure that
documents are delivered into the bid box. The RTMC will not be held responsible for any
delays where documents are not placed in the bid box before closing time.
5.7 Bid received by telegram, telex, email, facsimile or similar medium will not be considered.
5.8 Where a bid document is not placed in the bid box at the time of the bid closing, such a bid
document will be regarded as a late bid. Late bids will not be considered.
5.9 Amended bids may be sent in an envelope marked “Amendment to Bid” and should be
placed in the bid box before the closing time.
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5.10 Bidders should check the numbers of the pages to satisfy themselves that none are missing
or duplicated. No liability will be accepted by RTMC in regard to anything arising from the
fact that pages are missing or duplicated.
6. Undertakings by the Bidder
6.1 The bidder accepts that all costs incurred in preparation, presentation and any
demonstration in relation to this bid shall be for the account of the bidder.
6.2 The bidder hereby offers to render all or any of the services described in the attached
documents to the RTMC on the terms and conditions and in accordance with the
specifications stipulated in this bid documents (and which shall be taken as part of, and
incorporated into, this proposal at the prices inserted therein).
6.3 The bidder shall prepare for a possible presentation should RTMC require such and the
bidder shall be notified thereof no later than 4 (four) days before the actual presentation
date. Such presentation may include demonstration of products or services as called for by
the RTMC in relation to this bid.
6.4 The successful bidder hereby accepts full responsibility for the proper execution and
fulfilment of all obligations and conditions devolving on him/her under this agreement as the
principal(s) liable for the due fulfilment of this contract.
6.5 The bidder furthermore confirm that he/she has satisfied himself/herself as to the
correctness and validity of his/her bid response that the price(s) and rate(s) quoted cover all
the work/item(s) specified in the bid response documents and that the price(s) and rate(s)
cover all his/her obligations under a resulting contract and that he/she accept that any
mistakes regarding price(s) and calculations will be at his/her risk
7. RTMC’s Rights
7.1 The RTMC reserves the right not to accept the lowest bid or any bid in part or in whole.
RTMC normally awards the contract to the bidder who proves to be fully capable of
handling the contract and whose bid is technically acceptable and/or financially
advantageous to the RTMC.
7.2 The RTMC also reserves the right to award this bid as a whole or in part without furnishing
reasons.
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7.3 The RTMC reserves the right to conduct a site visit at the premises of the offices or at any
client sites if so required.
7.4 The RTMC reserves a right to amend any bid conditions, validity period, specifications, or
extend the closing date of bid prior to the initially stated closing date. Bidders will be
advised in writing of such amendments in good time.
7.5 The RTMC reserves the right to request all relevant information, agreements and other
documents to verify information supplied in the bid response. The bidder hereby gives
consent to the RTMC to conduct background checks on the bidding entity and any of its
directors/trustees/shareholders/members.
8. Supplier Development and Promotion of Emerging Black Owned Service Provider
8.1 The RTMC promotes enterprise development in this regard, successful bidders are
encouraged to mentor SMME’s and/or Youth owned businesses. The implications of such
arrangement will be be subject to negotiations between the RTMC and the successful
bidder.
8.2 It is also the objective of the RTMC to promote transformation of the South African economy
and as such, bidders are encouraged to partner with a black owned entity (being 50%+1
black owned and controlled). Such partnership may include the formation of a Joint Venture
and/ or subcontracting agreement etc., where a portion of the work under this bid would be
undertaken by black owned entities.
8.3 To give effect to this requirement, bidders are required to submit a partnership/
subcontracting proposal detailing the portion of work to be outsourced, level of involvement
of the black owned partner and where relevant, submit a consolidated B-BBEE scorecard
in-line with the provisions of the PPPFA Regulations which will be considered as part of the
B-BBEE scoring.
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9. Bidders Details and Contact Person
DETAILS OF BIDDERS
Name of your Company
(in block letters)
Signature(s) of the Bidder
or assignee(s)
Date Date
Name of person signing
(in block letters)
Capacity
Are you duly authorized to
sign this Bid?
Company Registration
Number
VAT Registration Number
Postal address
(in block letters)
Physical address
(in block letters)
Domicilium citandi et executandi in the RSA (full street address) (in block letters)
DETAILS OF THE CONTACT PERSON
Name of Contact
Person
Telephone Number
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Fax Number
Cellphone Number
E-Mail Address
10. RESPONSE FORMAT
Bidders shall submit their responses in accordance with the response format specified
below (each schedule must be clearly marked):
10.1 Cover Page:
10.1.1 The cover page must clearly indicate the bid reference number, bid description and
the bidder’s name
10.1.2 Annexure 1 Invitation to Bid (SBD 1 - duly completed and signed)
10.2 Schedule 1:
10.2.1 Executive summary of the bidder’s Company/Joint Venture/Partnership/Close
Corporation. (Agreements/ supporting documentation must be attached and any
amendments post award should be approved by RTMC)
10.2.2 Annexure 2 of this bid document (Duly completed and Signed)
10.3 Schedule 2:
10.3.1 Certified copies of your CIPC company registration documents listing all
members with percentages, in case of a CC. Or latest certified copies of all
share certificates in case of a company;
10.3.2 B-BBEE Certificate verified by a SANAS accredited verification agency or a
letter from the supplier’s auditor. In case where a Joint Venture/Consortium
is formed a combined B-BBEE Certificate must be provided.
10.3.3 Annexure 4 Declaration of Interest (SDB 4)
10.3.4 Annexure 5 Declaration of Bidders Past SCM Practices (SBD 8)
10.3.5 Annexure 6 Certificate of Independent Bid Determination (SBD 9)
10.3.6 Annexure 7 Joint Venture/Consortium Agreement (In case of Consortium
or Joint Venture)
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Note: Where bidders form a Consortium or a Joint Venture, bidders must submit all
documents as listed under Schedule 2 above for each party to the Consortium or Joint
Venture.
10.4 Schedule 3:
10.4.1 Responses to Section Two of this document, in line with the format indicated in this
bid document.
10.5 Schedule 4:
10.5.1 A detailed pricing schedule breakdown for the bid including any supporting
schedules on price determination. The price schedule must be submitted on a
separate sealed envelope.
10.5.2 Annexure 7 Price Schedule Summary (SBD 3.3)
10.5.3 Annexure 8 Preferential Point Claim (SBD 6.1) and B-BBEE Certificate
11. SPECIAL INSTRUCTIONS TO BIDDERS
11.1 Bidders shall provide full and accurate answers to the questions posed in this document.
11.2 Bidders must substantiate their response to all questions, including full details on how their
proposal/solution will address specific functional/technical requirements. All documents as
indicated must be supplied as part of the bid response.
11.3 RTMC reserves the right to appoint more than one service provider in order to ensure
prompt delivery and efficiency of the service.
11.4 Should a need arise, RTMC reserves the right to negotiate a flat/ standard rate with
appointed service providers.
11.5 Bidders must be registered on centralised supplier database (CSD).
11.6 Bidders will be expected to do pest control services
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12. EVALUATION CRITERIA
The bid will be evaluated on a three-stage process.
(a) Stage 1 will be on Mandatory Requirements. Bidders who fail to meet the mandatory
requirement will be disqualified from further evaluation.
(b) Stage 2 will be on Functionality and Technical Requirements. Only bidders that meet the
minimum requirements for Stage 2 (70 points) will be eligible for consideration in Stage 3.
(c) Stage 3 will be on 80/20 Preference Point System (i.e. Price and B-BBEE).
12.1 STAGE 1 – MANDATORY REQUIREMENTS
MANDATORY REQUIREMENT (1) Comply (Yes / No)
CENTRALISED SUPPLIER DATABASE (CSD)
Bidders must be registered on National Treasury Central Supplier
Data base (CSD)
Registration on CSD (available on www.csd.gov.za)
Tumelo Ntlaba - 012 406 9222
Email: [email protected]
Compliance requirement:
CSD report or reference number
STANDARD BIDDING DOCUMENTS
Bidders must sign all SBD bidding forms attached.
Compliance requirement:
Fully completed SBD forms
BRIEFING SESSION CERTIFICATE
Submission of signed Briefing Certificate issued by RTMC as proof
of attendance of compulsory briefing session.
(In case of joint venture etc briefing session certificate from any
party that attended the briefing session will suffice)
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Compliance requirement:
Briefing session certificate to be attached
NOTE: A BIDDER WHO FAILS TO MEET THE ABOVE MANDATORY REQUIREMENT WILL
BE DISQUALIFIED FROM FURTHER EVALUATION
12.2 STAGE TWO – FUNCTIONALITY EVALUATION CRITERIA
Stage two will be based on written proposals and responses to functionality criteria
requirements.
Functionality shall be evaluated based on the following parameters:
A. Experience, Reference letters and Key personnel 20
A1 Bidders must provide previous reference in the form of either trade reference
letter’s or official company purchase order where previous catering services
were provided. Such references should not be older than 24 months.
Furthermore, the reference table should be completed with the following
information provided for: contact person, company name, email address and
contact numbers. The references should be contactable. The following
evaluation will be evaluated as follows:
(1) Five of more previous references (20 points)
(2) Four previous references (16 points)
(3) Three previous references (12 points)
(4) Two previous references (8 points)
(5) One previous reference (4 points)
NB: In order for the bidder/s to qualify reference letters must be
attached as indicated above
A2 Key Personnel
Bidder must provide detailed CV`s of the following key personnel that should be
in place for the delivery of this service:
(1) Chef / Cook experience in preparing food =10 points
a. 2 x Chefs / Cooks with a minimum of 5 years experience
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Requirements:
Chef/ Cook number 1: CV reflecting years of experience = 3 points
Appropriate Certificate (relevant to cooking or preparation of food) = 2 points
Chef / Cook number 2: CV reflecting years of experience = 3 points
Appropriate Certificate (relevant to cooking or preparation of food) = 2 points
(2) 5 x Food service assistants with a minimum of 1year experience in
food preparation, assisting and general work in the kitchen = 5 points
Requirement:
1 point for each CV provided reflecting/ confirming the above.
(3) Canteen Manager with a minimum of five years experience (responsible
for stock levels, hygiene standards, customer relations and overall management
of the shift) 10 points
Requirements:
CV reflecting/ confirming the above = 5 points
Any Diploma or NQF level 6 = 5 points
B Financial Capacity 10
B1 Bidders must demonstrate financial capacity to provide or deliver the items
required.
Bidders must provide the following as proof of Financial Capacity:
A bank statement not older than 3 months showing at least a debit balance
not less than R200 000.
Or
Letter of commitment (specific to this bid) from a reputable financial
service provider or any third-party indicating commitment to fund the
bidder should they be successful.
The purpose of this requirement is to assess financial capability to deliver this
type of service.
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C Supply Source 20
The bidder to indicate the capability to source supplies/ perishables in order to
ensure that they can sustain the contract by outlining proof of transactions with
their suppliers and value of purchases. (in relation to the service required)
Requirements:
Bidder/ to attach proof in the form of invoice/s or order/s or delivery note/s of
purchase/s made within a specific month.
Transaction value/amount of R100, 000 and above = 20 points
Transaction value/amount of R 50 000 and up to R 99 999 = 15 points
Transaction value/amount of R 30 000 to R 49 999 = 10 points
Transaction value/amount less than 30 000 or below = 5
D. Logistical Support 25
Delivery Plan (in relation to the provision of catering services)
Bidders must show capability to render the service by outlining access to
relevant resources required to carry out the contract of how they will deliver
catering services on time to Boekenhoutkloof Traffic College which must include
amongst others the following:
a) Access to Transportation/ Vehicle:(delivery of supplies) = 13 points
Requirement:
Vehicle proof of ownership/rental contract or agreement
b) Means of transportation for staff or access to transportation = 12 points
Requirement:
Proof of vehicle ownership/ Relevant agreement/contract to transport staff
TOTAL FOR FUNCTIONALITY: 100
NB: The minimum qualifying score for functionality is 70 points. All bidders that fail
to achieve the minimum qualifying score on functionality shall not be
considered for further evaluation on Price and BEE
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Functionality will be evaluated at the following scales:
VALUE DESCRIPTION
5- Excellent Meets and exceeds the functionality requirements
4- Very Good Above average compliance to the requirements
3- Good Satisfactory and should be adequate for stated
element
2- Average Compliance to the requirements
0- Non- Compliant Does not comply to the requirements
12.3 STAGE THREE – PRICE AND PREFERENCE POINTS EVALUATION
This stage will be evaluated on 80/20 Preference Point System (i.e. 80 points on Price and
20 points on B-BBEE
CRITERIA MAXIMUM POINTS
Price 80
B-BBEE Rating 20
Grand Total 100
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SECTION 2: TECHNICAL REQUIREMENTS/ SPECIFICATIONS
1. PURPOSE
1.1 The purpose of the bid is to appoint a suitably qualified service provider to render
catering services to the RTMC Training College.
2. PROBLEM STATEMENT
2.1 The current catering contract at the Boekenhoutkloof Traffic College is expiring in
March 2019, therefore a need to arrange a new contract exists
3. BACKGROUND
The Boekenhoutkloof Traffic College is a registered Traffic Training Provider with the Safety
and Security Sector Education and Training Authority (SASSETA). The College has been in
existence since 18 January 1978 to offer training to Traffic Recruits from National, Provincial
and Local Authorities. The Traffic College’s mandate is to provide quality, relevant and
accredited education and training that will address the skills and developmental needs of
enrolled students. Furthermore, the College has a highly qualified and competent staff
majority of whom come directly from the traffic fraternity.
Given this experience, the Boekenhoutkloof Traffic College therefore has to ensure that once
students are successfully enrolled into the various courses, they will be catered for as this
has been the practice since its establishment. The other driving force for providing meals
was necessitated by the remote physical location of the College which is far removed from
locals shopping centres and other commercial sites.
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4. SCOPE OF SERVICE / SPECIFICATION
4.1 SERVICE REQUIRED
The service provider under this contract will be required to provide services including, but not
limited to:
The provision of three meals per day for an estimate of 220 students for the College (N.B.
This number of learners is not consistent throughout as it will fluctuate overtime or
depending on which course is being presented and the number of students enrolled); See
table below for more details:
Number of Students who will be
served Lunch Only
Number of Students who will be
served Full Meals (breakfast,
lunch and super)
135 EOV & EDL students who will
attend per course in a month
65 RTI Inspectors for
Special T/O (Training
programme starts in June
2019)
21 RT Inspectors for
Revision of EOV Course
150 RSO who will be attending 2
times in a month (divided into two
teams and each team will attend for a
week)
160 Facilitators who will be attending
2 times in quarter for a week (divided
into groups of 40 per week in a
month)
The performance of the service provider regarding the above shall be monitored over the
period of the contract and any repeat non-compliance observed in line with the
specification provided shall affect the service provider’s performance rating for the current
and future contracts with the Corporation.
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5. OPERATIONAL REQUIREMENTS FOR THE CATERER:
5.1 MEAL TIMES
The Meal provision will be based on the following serving intervals:
#
Meal Type
Time
1. Breakfast 06:45 – 07:30
2. Morning Tea/Coffee 10:00 – 10:15
3. Lunch 12:00 – 13:00
4. Afternoon Tea/Coffee 15:00 – 15:15
5. Supper 17:00 – 18-00
5.2 PROPOSED / INDICATIVE MENU’S
Broadly the Caterer will be expected to provide meals in line with a Menu determined by
the College.
OPTION 1
Da
y O
ne
Breakfast Tea Break Lunch Tea
Break
Supper
Soft porridge/Cereals
Tea (Five Roses / Rooibos)
with sugar / canderel and
fresh milk
Coffee (Ricoffy or similar)
with sugar / canderel and
fresh milk
2 x Fried eggs
2 x Rashers of beacon
1 x Serving spoon beans
Brown / White bread
Tea (Five
Roses /
Rooibos)
with sugar /
canderel
and milk
Coffee
1 x starch
1 x beef stew
1 x chicken
(Option for
no mutton)
2 x salad
1 x drink
Tea (Five
Roses /
Rooibos)
with sugar
/ canderel
and milk
Coffee
1 x starch
2 x veggies
1 x mutton
1 x chicken
(option for no
mutton)
1 x drink
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OPTION 2
Da
y T
wo
Breakfast Tea Break Lunch Tea Break Supper
Soft porridge/Cereals
Tea (Five Roses /
Rooibos) with sugar /
canderel and fresh milk
Coffee (Ricoffy or
similar) with sugar /
canderel and fresh milk
2 x Scrambled eggs
2 x Viennas
Tomato gravy
Brown / White bread
Tea (Five
Roses /
Rooibos)
with sugar
/ canderel
and milk
Coffee
1 x starch
1 x roast
beef
1 x savoury
chicken or
Fish
2 x salad
1 x drink
Tea (Five
Roses /
Rooibos) with
sugar /
canderel and
milk
Coffee
Macaroni (250g-
300g)
Mince Lean
(150g)
Fish (Option for
no beef)
2 x veggies
1 x drink
OPTION 3
Da
y T
hre
e
Breakfast Tea Break Lunch Tea Break Supper
Soft porridge/Cereals
Tea (Five Roses /
Rooibos) with sugar /
canderel and fresh milk
Coffee (Ricoffy or similar)
with sugar / canderel and
fresh milk
2 x Fried eggs
2 x Sausages
Chicken gravy
Brown / White bread
Tea (Five
Roses /
Rooibos) with
sugar /
canderel and
milk
Coffee
1 x starch
1 x mutton
stew
1 x savoury
chicken or
Fish
2 x salad
1 x drink
Tea (Five
Roses /
Rooibos)
with sugar
/ canderel
and milk
Coffee
1 x starch
2 x veggies
1 x Fish Hake
1 x chicken
(option for no
Fish)
1 x drink
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6.GENERAL REQUIREMENTS FOR MEALS:
The service provider is expected to render a service for 7 days per week, following a
distribution and frequency of eight-day cycle. The Menu should be flexible and adaptable
to clients with special dietary needs, cultural preferences and medical requirements.
These special needs will be communicated in writing to the service provider.
7. PROVISION OF STAFF:
Only fully qualified catering staff members to render the service.
5% of workforce should be from local neighbouring community
7.1 STAFFING STRUCTURE:
The staff component shall comprise of the following:
1x Canteen Manager;
2x Chefs;
5x Food Service Assistant;
OPTION 4
Da
y F
ou
r
Breakfast Tea Break Lunch Tea Break Supper
Soft porridge/Cereals
Tea (Five Roses /
Rooibos) with sugar /
canderel and fresh milk
Coffee (Ricoffy or similar)
with sugar / canderel and
fresh milk
2 x Boiled eggs
1 x Chicken strips
Brown / White bread
Tea (Five
Roses /
Rooibos) with
sugar /
canderel and
fresh milk
Coffee
1 x starch
1 x T- Bone
1 x savoury
chicken or
Fish
2 x salads
1 x drink
Tea (Five
Roses /
Rooibos)
with sugar
/ canderel
and fresh
milk
Coffee
1 x starch
2 x veggies
1 x Boerewors
1 x chicken
(option for no
Fish)
1 x drink
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8. BASIC REQUIREMENTS FOR CATERING AND RELATED SERVICES:
The service provider is expected to have a certificate for General Hygiene Requirements for
Food Premises and the Transportation of food (Regulation.918) or equivalent. (Thirty days
after occupation)
The service provider shall utilize its own qualified staff members which include chefs, cooks
and supervisor. The bidder must submit the list of qualified staff and their CV’s with the bid
document. Over and above this the bidder will be expected to attach letters of
recommendation from previous clients. (Prior occupation)
9. PERISHABLES AND MEAL PLAN
Fresh vegetables and fruits are preferred to be used daily instead of frozen or canned
vegetables.
It is expected that students shall be served meal in accordance to the following:
MEAL PLAN AT BOEKENHOUTKLOOF TRAFFIC COLLEGE
BREAKFAST:
Porridge, cooked 500ml
Dry cereals 75g
Milk, full/low cream 250ml
Sugar, white and brown 20g
Protein dish (excl. eggs) 140g
Eggs 2
Yoghurt 175ml
Bread, Brown or white 2 slices
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Margarine/Bread spread 15g
Tea/Coffee 150ml
Milk, full cream 20ml
Sweeteners/ Sugar brown and white 10g
Snack (10:00)
Bread, Brown/White 2 slices
Margarine / Bread spread 15g
Tea/Coffee or Fresh Juice 150ml/200ml
Milk, full cream 20ml
Sugar brown and white 10g
LUNCH
Protein dish:
Chicken / Red Meat / Lean Mince / Lamb etc. 180g with bone
150g without bone
Fish 120g
Starch:
Mealie meal / rice / samp / mashed potatoes /macaroni and spaghetti 200g-300g
Vegetable:
Vegetable A 70g
Vegetable B / Salad 70g
Dessert:
Dessert (3x in a cycle) 80g
Dessert sauce 30-50ml
Snack (15:00)
Bread Brown/White 2 slices
Margarine 15g
Bread spread 15g
Fresh fruit / Fresh fruit juice 200ml
Tea/Coffee 150ml
Milk, full cream 50ml
Sugar white and brown 10g
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Dinner
Protein dish:
Chicken / Red Meat / Lean Mince / Lamb etc. 180g with bone
150g without bone/ Fish 120g
Starch:
Mealie meal / rice / samp / mashed potatoes /macaroni etc.
200g-300g
Vegetable:
Vegetable A 70g
Vegetable B / Salad 70g
Dessert:
Dessert (3x in a cycle) 80g
Dessert sauce 30-50ml
MEAL PLAN – QUANTITIES PER INDIVIDUAL
WEEK 1
Mo
nd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Macaroni
(250g-300g) Tea/Coffee
Mielie Pap
(250g-300g)
Porridge Maize
(250 ml)
Bread
(Brown/White)
Mince Lean
(150g)
Bread
(Brown/White)
Boerewors
(150g)
Tea/Coffee
(150ml)
Margarine &
Jam
Green Beans
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Vegetable
Salad (70g) Banana
Sugar (20g) Juice (100%) Juice (100%)
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Tu
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Macaroni
(250g-300g) Tea/Coffee
Rice
(250g-300g)
Porridge Oats
Maize (250 ml)
Bread
(Brown/White)
Beef Stew
(180g)
Bread
(Brown/White)
Lamb Chops
(150g)
Tea/Coffee Margarine &
Jam Spinach (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Vegetable
Salad (70g) Orange
Sugar (20g)
Ice Cream &
Chocolate
Sauce
Juice (100%)
Juice (100%)
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Eggs (2 Fried) Tea/Coffee Samp (250g-
300g) Tea/Coffee
Mielie Pap
(250g-300g)
Bacon (140g) Bread
(Brown/White)
Lamb Chops
(180g)
Bread
(Brown/White)
Grilled Steak
(150g)
We
dn
esd
ay
Toasted Bread
(2 Sliced)
Margarine &
Jam Cabbage (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Tea/Coffee
(150ml)
Vegetable
Salad (70g) Apple
Milk (20ml) Juice (100%) Juice (100%)
Sugar 20g
Th
urs
da
y
Break-fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee
Mashed
Potatoes
(250g-300g)
Tea/Coffee Macaroni
(250g-300g)
25
Weet-Bix
(75g)
Bread
(Brown/White)
Chicken Stripes
(150g)
Bread
(Brown/White)
Mince-Lean
(150g)
Tea/Coffee
(150ml)
Margarine &
Jam
Mix Vegetables
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml)
Sugar (20g)
Vegetable
Salad (70g) Orange
Ice Cream &
Chocolate
Sauce
Juice (100%)
Juice (100%)
Frid
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Post Toasties -
Cornflakes (75g) Tea/Coffee
Millie Pap
(250g-300g) Tea/Coffee
Mielie Pap
(250g-300g)
Yogurt (175ml) Bread
(Brown/White)
Boerewors
(150g)
Bread
(Brown/White)
Lamb Chops
(150g)
Tea/Coffee Margarine &
Jam
Vegetable
Salad (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Ice Cream &
Chocolate
Sauce
Juice (100%) Juice (100%)
WEEK 2
Mo
nd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Rice (250g-
300g) Tea/Coffee
Mielie Pap
(250g-300g)
Weet-Bix Bread
(Brown/White)
Chicken Stripes
(150g)
Bread
(Brown/White)
Grilled Steak
(150g)
Tea/Coffee Margarine & Beetroot (70g) Margarine & Vegetable
26
(150ml) Jam Jam Salad (70g)
Milk (20ml) Green Beans
(70g) Orange
Sugar (20g)
Ice Cream &
Chocolate
Sauce (80g)
Juice (100%)
Juice (100%)
Tu
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Post Toasties
Cornflakes (75g) Tea/Coffee
Rice (250g-
300g) Tea/Coffee
Macaroni
(250g-300g)
Yogurt (175ml) Bread
(Brown/White)
Beef Stew
(180g)
Bread
(Brown/White)
Mince-Lean
(150g)
Tea/Coffee Margarine &
Jam Spinach 70g
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Mix Vegetables
(70g) Apple
Sugar (20g) Juice (100%) Juice (100%)
We
dn
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Eggs (2 Fried) Tea/Coffee
Mashed
Potatoes
(250g-300g)
Tea/Coffee Mielie Pap
(250g-300g)
Bacon (140g) Bread
(Brown/White)
Beef T-Bone
(180g)
Bread
(Brown/White)
Lamb Chops
(180g)
Toasted Bread
(2 Sliced)
Margarine &
Jam
Green Beans
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Tea/Coffee
(150ml)
Vegetable
Salad (70g) Banana
Milk (20ml) Ice Cream &
Chocolate
Juice (100%)
27
Sauce (80g)
Sugar (20g) Juice (100%)
Th
urs
da
y
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Post Toasties -
Cornflakes (75g) Tea/Coffee
Rice (250g-
300g) Tea/Coffee
Rice (250g-
300g)
Yogurt (175ml) Bread
(Brown/White)
Beef Stew
(180g)
Bread
(Brown/White)
Mince-Lean
(150g)
Tea/Coffee
(150ml)
Margarine &
Jam Cabbage (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Beetroot (70g) Orange
Sugar 20g Juice (100%) Juice (100%)
Frid
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Samp (250g-
300g) Tea/Coffee
Mielie Pap
(250g-300g)
Weet-Bix (75g) Bread
(Brown/White)
Lamb Chops
(180g)
Bread
(Brown/White)
Boerewors
(150g)
Tea/Coffee Margarine &
Jam
Green Beans
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml)
Ice Cream &
Chocolate
Sauce (80g)
Apple
Sugar 20g Juice (100%) Juice (100%)
WEEK 3
Mo
nd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Eggs (2 Fried) Tea/Coffee
Mashed
Potatoes
(250g-300g)
Tea/Coffee Millie Pap
(250g-300g)
28
Mince (140g) Bread
(Brown/White)
Beef T-Bones
(180g)
Bread
(Brown/White)
Grilled Steak
(150g)
Toasted Bread Margarine &
Jam
Green Beans
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Tea/Coffee Vegetables
Salad (70g) Apple
Milk (20ml) Juice (100%) Juice (100%)
Sugar (20g)
Tu
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Post Toasties
Cornflakes (75g) Tea/Coffee
Samp (250g-
300g) Tea/Coffee
Macaroni
(250g-300g)
Yogurt (175ml) Bread
(Brown/White)
Lamb Chops
(180g)
Bread
(Brown/White)
Mince-Lean
(150g)
Tea/Coffee
(20ml)
Margarine &
Jam Cabbage (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Vegetable
Salad (70g) Orange
Sugar (20g) Juice (100%) Juice (100%)
We
dn
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Eggs (2 Fried) Tea/Coffee Rice
(250g-300g) Tea/Coffee
Mielie Pap
(250g-300g)
Bacon (140g) Bread
(Brown/White)
Beef Stew
(180g)
Bread
(Brown/White)
Boerewors
(150g)
Toasted Bread
(2 Sliced)
Margarine &
Jam Spinach (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Tea/Coffee
(150ml)
Vegetable
Salad (70g) Banana
Milk (20ml) Ice Cream & Juice (100%)
29
Chocolate
Sauce (80g)
Sugar (20g) Juice (100%)
Th
urs
da
y
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Rice (250g-
300g) Tea/Coffee
Mielie Pap
(250g-300g)
Weet-Bix (75g) Bread
(Brown/White)
Chicken Stripes
(150g)
Bread
(Brown/White)
Grilled Steak
(150g)
Tea/Coffee
(150ml)
Margarine &
Jam Beetroot (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Green Beans
(70g) Orange
Sugar (20g) Juice (100%) Juice (100%)
Frid
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Macaroni
(250g-300g) Tea/Coffee
Mielie Pap
(250g-300g)
Porridge Oats
(125ml)
Bread
(Brown/White)
Mince-Lean
(150g)
Bread
(Brown/White)
Boerewors
(150g)
Tea/Coffee Margarine &
Jam
Green Beans
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Vegetables
Salad (70g) Banana
Sugar (20g)
Ice Cream &
Chocolate
Sauce (80g)
Juice (100%)
Juice (100%)
WEEK 4
Mon
day
Break-Fast Tea Break Lunch Tea Break Supper
30
(10h00) (15h00)
Eggs (2 Fried) Tea/Coffee Rice (250g-
300g) Tea/Coffee
Mielie Pap
(250g-300g)
Bacon (140g) Bread
(Brown/White)
Beef Stew
(180g)
Bread
(Brown/White)
Lamb Chops
(150g)
Toasted Bread
2 Sliced
Margarine &
Jam Spinach (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Tea/Coffee
(150ml)
Sweet Potato
(70g) Banana
Milk (20ml)
Ice Cream &
Chocolate
Sauce (80g)
Juice (100%)
Sugar (20g) Juice (100%)
Tu
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Milk Tea/Coffee Samp
(250g-300g) Tea/Coffee
Rice
(250g-300g)
Porridge Oats
(125ml)
Bread
(Brown/White)
Chicken Fried
(180g)
Bread
(Brown/White) Mince (150g)
Tea/Coffee
(150ml)
Margarine &
Jam
Sweet Potato
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Juice (100%) Apple
Sugar (20g) Juice (100%)
We
dn
esd
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Weet-Bix (75g) Tea/Coffee Macaroni
(250g-300g) Tea/Coffee
Rice
(250g-300g)
Milk (20ml) Bread
(Brown/White)
Mince-Lean
(180g)
Bread
(Brown/White)
Beef Stew
(180g)
Tea/Coffee
(150ml)
Margarine &
Jam
Vegetable
Salad (70g)
Margarine &
Jam Cabbage (70g)
31
Milk (20ml) Juice (100%) Sweet Potato
(70g)
Sugar (20g) Orange
Juice (100%)
Th
urs
da
y
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Eggs (2 Fried) Tea/Coffee
Mashed
Potatoes
(250g-300g)
Tea/Coffee Mielie Pap
(250g-300g)
Mince (140g) Bread
(Brown/White)
Beef T-bone
(180g)
Bread
(Brown/White)
Boerewors
(150g)
Toasted Bread
2 Sliced
Margarine &
Jam
Green Beans
(70g)
Margarine &
Jam
Vegetable
Salad (70g)
Tea/Coffee
(150ml)
Vegetable
Salad (70g) Apple
Milk (20ml) Juice (100%) Juice (100%)
Sugar (20g)
Frid
ay
Break-Fast Tea Break
(10h00) Lunch
Tea Break
(15h00) Supper
Post Toasties
Cornflakes (75g) Tea/Coffee
Rice (250g-
300g) Tea/Coffee
Macaroni
(250g-300g)
Yogurt (125ml) Bread
(Brown/White)
Beef Stew
(150g)
Bread
(Brown/White)
Mince-Lean
(150g)
Tea/Coffee
(150ml)
Margarine &
Jam Spinach (70g)
Margarine &
Jam
Vegetable
Salad (70g)
Milk (20ml) Mix Vegetables
(70g) Orange
Sugar (20g)
Ice Cream &
Chocolate
Sauce (80g)
Juice (100%)
32
Juice (100%)
10. SPECIAL EVENTS:
The service provider may be required to provide additional catering service for official
functions/events.
11. PURCHASE AND SUPPLY OF FOOD STUFFS:
The service provider shall purchase for his own account all foodstuffs, ingredients and other
materials (i.e. Gas) necessary for the proper fulfilment of the catering and management
functions, and to arrange for the supply and delivery thereof;
Ensure that all foodstuffs supplied are of quality set out in the specifications and, where
required undertake to submit the food to both quality and quantity control inspection and the
testing of any samples;
Ensure that all supplies are properly stored; remove leftover food from the premises;
Ensure that supplies issued for daily preparation and meals distributed to the dining rooms
are in accordance with the quantities / portion sizes.
Major changes to menu planning shall be done in consultation with all relevant role-players
and in according with dietary needs and costing framework;
Clean oil needs to be used for cooking at all times;
The garnishing and presentation of meal must be appetizing and appealing;
Professional presentation and quality of food is a pre-requisite; Serving of a variety of
vegetables.
The following vegetables are preferred and would prevent wastage: cabbage, carrots,
sweet potatoes, butternut, pumpkin, hubbard squash, gem squash, spinach, lettuce,
tomatoes, onions, cucumber, beetroot, mixed vegetables, butter beans, green beans, baked
beans & peas.
12. PREPARATION AND DISTRIBUTION OF FOOD:
33
Ensure that standard cooking and preparation methods are correctly carried out;
Ensure adequate supervision during all stages of food preparation, and that all staff
members are in properly dressed in clean and neat uniforms from day one of operation;
Ensure that food is prepared and ready for distribution at times as agreed upon by the
RTMC;
Ensure that the kitchen facilities are clean and hygienic at all times;
Ensure that a qualified Catering Manager oversees all food preparation at all times;
13. KITCHEN FACILITIES AND EQUIPMENT:
The service provider shall not remove any property of the Corporation from the premises or
locality where it is kept by the Corporation, and shall ensure that these are used in a proper
manner;
The cost of any damage to equipment on the part of the service provider or the staff under
his/her control will be at the expense of the service provider;
The service provider shall provide all utensils, cutlery, dinnerware and cooking equipment in
order to accomplish his/her catering obligations.
14. GENERAL:
Detailed daily menu to be visible and displayed in the kitchen;
Friendly and good customer service;
Transparency for evaluation and constructive feedback;
Timeous cleaning of dishes up after functions and events;
Contingency plans to be in place in the event of power failures or water shortages. These to
be discussed with sectional managers;
All Human Resource and labour related issues must be addressed by the catering
manager;
All relevant payments should follow protocols and be submitted within the prescribed time
frames;
Caterer to provide its own meals for staff at own cost;
Caterer to use own crockery and linen for own functions;
Occupancy statistics must be monitored daily with manager/supervisors and be recorded in
the register book;
A monitoring and delivery register should be in place and completed when food leaves the
kitchen and signed when food is delivered to units;
34
Quality control will be facilitated by the unit manager in consultation with the catering
manager;
15. MEETING ATTENDANCE:
Monthly meetings to be held with the contract manager/ supervisor and Boekenhoutkloof
Traffic College management, emergency meetings to be held when necessary.
Monthly meeting between the staff and the manager should be held and minutes of the
meeting should be available to the Project co-ordinator.
16. GENERAL DESCRIPTION (INCLUDING CUSTOMER SPECIFIC REQUIREMENT)
The Health Act 63 of 1977 requires and covers the following areas which shall apply:
Prohibition on the handling and transport of food
Standards and requirements for food premises
Standards and requirements for facilities on food premises
Standards and requirements for food containers
Standards and requirements for the display, storage and temperatures of food
Standards and requirements for protective clothing
Duties of a person in charge of a food premises
Duties of a food handler
Standards and requirements for the handling of meat
Standards and requirements for the transport of food
Provisions concerning unprocessed products
17. CONTRACT PERIOD
17.1 Period of the contract is minimum of four (4) to twelve (12) months.
Four (4) months with an option to extend on a month-to-month basis for a period not
exceeding twelve (12) months (This is due to pending relocation of the training facility
which is to be confirmed)
36
SECTION: 3
PRICING SCHEDULE
Separate envelope to be used for
pricing VERY IMPORTANT
NB: PLEASE TAKE NOTE: ALL OVERHEADS (Salaries, training, staff uniform, staff meals,
site vehicle, Sundry expenses, Day to day management) ARE INCLUSIVE OF THE TENDER
PRICE INCLUDING VAT.
INVOICES WILL BE PRICED ACCORDING TO THE NUMBER OF MEALS SERVED
INCLUDING THE OVERHEADS.
37
SECTION: 4
ANNEXURE AND STANDARD
BIDDING DOCUMENTS
ATTACHED
BIDDERS MUST SIGN AND SUBMIT ALL
ATTACHED SBD FORMS
38
ANNEXURE AND STANDARD BIDDING DOCUMENTS
DOCUMENT DESCRIPTION
BDGI Bid Documents General Information
Annexure 1
Invitation to Bid (SBD 1)
Annexure 2 Acceptance of Bid Conditions and Bidder’s Structure
Annexure 3 Declaration of Interest (SBD 4)
Annexure 4 Declaration of Bidder’s Past Supply Chain Management Practices
(SBD 8)
Annexure 5 Certificate of Independent Bid Determination (SBD 9)
Annexure 6 Preference Points Claim Forms (SBD 6)
40
BIDDING DOCUMENTS: GENERAL INFORMATION
1. The bidding forms are drawn up so that certain essential information is to be furnished in a
specific manner. Any additional particulars shall be furnished in the enclosed questionnaire(s)
or in a separate annexure.
2. The bidding forms should not be retyped or redrafted but photocopies may be prepared and
used. Additional offers may be made for any item, but only on a photocopy of the page in
question. Additional offers made in any other manner may be disregarded.
3. Bidding forms not filled in using a computer and printer shall be completed in black ink.
4. Bidders shall check the numbers of the pages and satisfy themselves that none are missing or
duplicated. No liability shall be accepted in regard to claims arising from the fact that pages
are missing or duplicated.
5. The forms in respect of Preference Points Claim, if attached, shall be completed and submitted
with the completed Bid.
6. Firm bid prices and delivery periods are preferred. Consequently, bidders shall clearly state
whether prices and delivery periods will remain firm for the duration of the contract or not.
7. If non-firm prices are submitted, this fact should be clearly stated in the bidding documents.
8. Where items are specified in detail, the specifications from an integral part of the bidding
document and bidders shall indicate in the space provided whether the items offered are to
specification or not.
9. In respect of the paragraphs where the items offered are strictly to specification, bidders shall
insert the words “as specified”.